Revised 7/2009

Record Keeping

Policy

Each ES is responsible for completing all necessary paperwork while serving each student, making a copy for the ESs files, mailing it if required to the correct location, and tracking it in the parent and student checklists in FRED.

Document information

If a pre-printed form is available in FRED, use that form. Only use the form on the webpage if one is not available, or in an emergency situation.

See the ES FRED map for help finding FRED forms.

There is a parent checklist in FRED (view parent accounts, click on parent checklist on top right of page) that is for ES use after the 1st Meeting Info Sheet is completed at the beginning of each year and as forms are collected from each family during the year.

Use the checklist by checking the boxes

- to indicate that you have that specified form in your ES files and can provide it to the school office upon request

- to indicate that you have provided the form to the family this school year

- to indicate that you have mailed the forms listed in 'green' to the office.

Submitting Documents to the Office

The office does NOT accept faxes for any documentation requiring an original wet signature. This includes items like student agreements, Assessment Confirmation Forms, and hard copy attendance rollsheets. It is strongly suggested that you make copies of any documents you send to the school.

All enrollment documentation must be correct documentation for that school. Use the pre-printed form from

FRED to avoid wrong school information. If the form has any wrong information, have it corrected in the school database before printing the form. DO NOT use White Out and then hand write information on an official school form, unless allowed in the directions for that specific form. Certain non-auditable documents can be corrected with a single line through the wrong information, a correction added, and an ES signature and date for that correction. Please refrain from using this process for official auditable documents, but use a new form instead.

Student Records Information

The office/database keeps a cume file on each student, but it is the ESs responsibility to keep copies of their educational records for each student on file in their home offices. All forms entered into the Parent and Student Checklists in FRED as being on file with the ES must be kept in the ES’s student file as long as the student is enrolled, and passed to the new ES if a student transfers.

The ES is responsible for keeping the contact information regarding their students in the database up-to-date and accurate. Check for any new contact info (address, phone, e-mail, etc.) for all families. To change a student’s address or phone number, please e-mail stuaddresschange@ieminc.org. ESs do not contact parent support for this service.

It is recommended that K-8 records (items not marked in FRED as being in the ESs possession) be kept for 2 years, and high school records for 4 years. For High School, the ES or the parent should keep supportive documentation for the grades and credits that have been assigned, and any info that will help answer questions that might come from another high school or college: name of texts, topics covered, if it was a-g, projects done, etc. Copies of learning records are kept in the school database, but you may want copies of textbook tables of content, and some work samples in addition to those placed in the school portfolio, as the portfolios collected are sufficient for a school audit, but may or may not be sufficient for questions from other high schools or admission to some colleges.

Record Keeping Summary

• Each ES is responsible for completing all necessary paperwork while serving each assigned student, tracking it in FRED, and mailing documents to the correct location.
• All official school forms are accessible pre-printed from FRED or on the web page in PDF format.
• The office does NOT accept faxes for any documentation requiring an original signature. This includes items like student agreements, Assessment Confirmation forms and hard copy attendance rollsheets.
• It is strongly suggested that you make copies of any documents you send to the school.
• All enrollment documentation must be correct documentation for that school preprinted on the form. The ES is responsible for notifying student records if information for your student is inaccurate in the school database.

• DO NOT use White Out and then hand write information on an official school form, unless allowed in the directions for that specific form.
• Student educational records should be kept by ESs for a recommended 2 years (K-8) 4 years (9-12).